Easy Tax Compliance with the power of Machine Learning

Easy Tax Compliance with the power of Machine Learning

In the ever-changing landscape of business operations, one aspect that remains constant is the need for meticulous tax compliance. For companies in the United States, adhering to IRS regulations regarding supplier tax onboarding and filing is not just a legal requirement but a fundamental practice for financial stability. This article explores the intricacies of tax compliance, the penalties for non-compliance, and innovative solutions to streamline the process, emphasizing the importance of accuracy and efficiency in managing supplier relationships.

Supplier tax onboarding and filing

In the US, if a company pays over $600 in a calendar year to a non-employee, such as an
independent contractor, they are required to report that income to the Internal Revenue
Service (IRS) using 1099-MISC or 1042-S forms.

The supplier is also required to provide their tax identification number (TIN), either a Social Security Number (SSN) or an Employer Identification Number (EIN), by completing a W-9 form. If the supplier is a foreign person, they may need to complete a W-8 BEN form instead.

What are penalties for not filling these forms?

If a company fails to file the required forms with the IRS, they may face penalties of $50 to
$280 per form, depending on the timing of the filing. The penalty is calculated as follows:

  • $50 per information return if filed within 30 days of the due date, with a maximum
    penalty of $536 000 per year.
  • $100 per information return if filed more than 30 days after the due date but before
    August 1st, with a maximum penalty of $1 609 000 per year.
  • $260 per information return if filed on or after August 1st, with a maximum penalty of
    $1 609 000 per year.

The maximum penalty for failing to file correct information returns is $560 000 per year for small businesses and $1 126 000 for larger businesses.

Additionally, if a foreign person does not complete the required W-8 BEN form, the company may be required to withhold taxes at a higher rate, potentially reducing the amount they are paid.

It is important to note that these are just examples of the penalties in the US, and other countries may have different requirements and penalties. It is always recommended to consult with a tax professional to ensure compliance with all applicable tax laws.

These penalties can add up quickly and have a significant impact on a small or medium-sized business, so it is important for companies to take their tax reporting responsibilities seriously and ensure they are in compliance with all applicable tax laws.

Are W8-BEN/W9 forms required for all companies?

  • It depends on the jurisdiction, but in general, companies are required to collect tax
    information from suppliers and report it to the tax authorities if they pay certain types of
    income to non-employees.
  • If a supplier does not provide the required information, the company may be required to
    withhold taxes at a higher rate, and the supplier may be subject to penalties for failing to
    provide the necessary information.
  • Penalties for failing to comply with tax reporting requirements can be substantial, and may
    include fines, interest charges, and even criminal prosecution in some cases. The exact
    amount of the penalty will depend on the circumstances of each case and the laws of the
    jurisdiction. It is important for companies to take these requirements seriously and to take
    steps to ensure that they are in compliance with all applicable tax laws.

Flexible Onboarding & Earnings Allocation with Machine Learning (ML)

We train our ML with Python libraries such as Pandas, Keras and Tensorflow libraries.

ML is being used for cross-checking accounting and reports sorted by different catalogs so that you could easily allocate earnings by the end of the year and file W8-BEN/W9 forms.

Our algorithm collects payee identification and tax information with ease:

  • All digital collection and completion of tax forms following IRS requirements
  • Client’s TIN is being validated
  • Client data is securely stored and encrypted
  • Witholdings automatically updated as tax regulations change
  • Support for multiple income types: services, rent, royalties, tax exempt, etc.
  • Splitting and allocation of single payments to multiple income types


In the digital age, where automation and innovation drive business processes, leveraging technology to ensure tax compliance is not just an option; it is a necessity. Businesses must proactively adopt solutions like ML algorithms to streamline supplier tax onboarding and filing. By doing so, they not only mitigate the risk of penalties but also enhance efficiency, accuracy, and transparency in their financial practices.

As companies continue to evolve, embracing these technological advancements becomes paramount. By staying ahead of the curve and integrating ML-powered solutions into their operations, businesses can safeguard their financial interests, strengthen supplier relationships, and navigate the complex terrain of tax compliance with confidence and ease.

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    Setronica is a software engineering company that provides a wide range of services, from software products to core business applications. We offer consulting, development, testing, infrastructure support, and cloud management services to enterprises. We apply the knowledge, skills, and Agile methodology of project management to integrate software development and business objectives effectively and efficiently.